- It is recommended to complete a backup before starting a new pay run.
- Ensure that any unprocessed working transactions are addressed to avoid discrepancies.
- SapphireOne uses the computer’s internal clock for dates; verify and adjust dates as necessary.
The normal procedure for a pay run is a three step process as follows:
- Start New Pay – This is documented in the implementation article named Initiate a New Pay Run.
- Working Transactions – This is documented in this implementation article named Initiate a New Pay Run.
- Pay Run – This is documented in the implementation article named Execute a Pay Run.
The Working Transactions function enables users to select specific employees who require temporary updates or modifications to their pay details during the current pay run. These adjustments are applied solely to the selected pay run and do not result in permanent changes to employee records (Standing Transactions). Steps are as follows:
- Navigation – Go to Payroll > HR > Payroll > Inquiry and then select the Working Transactions item. SapphireOne will display a list of Working Transactions ready for data entry.
- Working Transactions List screen – To edit working transactions in SapphireOne, select the relevant employee from the current pay run, then update their pay details as required.
- Select the Transaction – Choose the relevant employee’s transaction from the current pay run list.
- Update Fields – Modify necessary fields, such as hours worked, allowances, deductions, or other pay details.
- Importing Additional Data: If required, import timesheets, future leave records, or commission details for the selected employee.
- Review for Compliance – Ensure all changes align with your organisation’s payroll policies and are accurate before proceeding.
- Remember – These edits are temporary and apply only to the current active pay run.
- Verifying Accuracy and Completeness – Confirm that all transactions are accurate and complete.
- Ensure that all employee records are up-to-date and reflect the correct payroll data.
- Validate that all necessary approvals have been obtained for any changes made.
- Save and Finalise Transactions:- Once all transactions have been reviewed and edited, save the changes.
- PayRun – Once the employees working transactions have been processed and saved, the next step utilising the Pay Run function should be processed Immediately.
For more detailed instructions, please refer to the Payroll/HR > Payroll > Working Transactions article.